How do I monitor and correct Oklahoma Wave warning messages?

This article explains how to monitor and correct Oklahoma Wave errors and warnings using the SchoolInsight Wave data validation tool.  The Wave data validation tool is designed to help find data that is missing or invalid according to Wave rules.  It’s best practice to try to complete data entry before using the tool.  Here is a list of the most common warnings for missing or invalid data.  To see a list of Wave SIF objects and the SchoolInsight pages that are designed to manage object data, click here.

Below is the best process to use for managing your state reporting data:

  1. Add and update your data in SchoolInsight
  2. Use the SchoolInsight validation tool to monitor errors and warnings
  3. Check the Wave Data Validation Wizard for additional errors and warnings
  4. Make corrections to data in SchoolInsight in the easiest and most convenient way
    • Update data directly in the validation tool or
    • Update data on the page where it is managed

To monitor the number of warnings for all objects:

  1. Go to each school’s Admin Main > Import/Export > Verify Wave/SIF Data
  2. Select the current Academic Year

When you enter the Verify Wave/SIF page, SchoolInsight automatically launches a process to validate your data and summarize the total number of messages per object.    

Wave_Warnings_Summary.PNG

 

To view messages and make corrections

  1. Click check warnings next to an object that has a value other than zero in the Warnings column
  2. To correct warnings
    • To correct a single error in a single row, click the edit link below the warning message.
    • To correct a single error for multiple rows, click the Mass Edit button at the top or bottom of the page.
      • Note:  To avoid making a mistake with the mass edit feature, it is strongly suggested that you choose data in only one data field and then choose the entities (ie. course, student, employee, section) that the update applies to.  It’s never a good idea to update multiple data fields at the same time in a mass edit.
    • To correct warnings by using pages outside of the validation tool, go to the page that is designed to maintain the object that you need to correct.  Click here for a list of Wave objects and their associated SchoolInsight pages.

When there are more than 4 errors for a single row of data, the phrase Further messages suppressed will be displayed.  This means that there are too many errors to display for the row.  In this case, you will most likely see new errors appear for the same row, after the existing errors are cleared.

 

Wave SIF Objects

Object Name

SchoolInsight Feature

LEAInfo

Contact SchoolInsight support to make updates

SchoolInfo

Contact SchoolInsight support to make updates

StaffPersonal

Admin Main > Instructors > Mass Edit or edit

 

Admin Main > Admins > Mass Edit or edit

StaffAssignment

(District) Admin Main > Employees > Mass Edit or edit

CalendarSummary

(District) Admin Main > Academic Calendars > edit

TermInfo

(District) Admin Main > Grading Periods > edit

StudentPersonal

Admin Main > Students - multi view > Mass Edit or edit

 

Admin Main > Students - Single View > Edit

StudentSchoolEnrollment

Admin Main > Students - multi view > Mass Edit or edit

 

Admin Main > Students - Single View > Edit

StudentContact

Admin Main > Students - multi view > More > Mass Edit Contacts

 

Admin Main > Students - Single View > Contacts/Family

SchoolCourseInfo

(District) Admin Main > Courses > Course Catalog > Mass Edit

 

(District) Admin Main > Courses > Course - Single View

SectionInfo

Admin Main > Classes/Sections > Mass Edit or edit

DisciplineIncident

Admin Main > Discipline > Discipline Incidents > edit

 

Common Warnings

When you start sending data to the Wave in the beginning of a new academic year, you may experience a high volume of errors.  This is due to the amount of data that your staff is adding and changing to get ready for the new year.  As the year progresses and as you continue to monitor and make corrections, you will see fewer and fewer warning messages.  

Below is a list of common warning messages for each Wave SIF object.  These warning messages can be corrected via the validation tool or via the SchoolInsight edit/mass edit pages  

SectionInfo

Medium Of Instruction must be provided

Medium of instruction describes the method by which students receive instruction.  Examples are face-to-face instruction, virtual/online distance learning, etc.  The 9999-Other Medium of Instruction code can be used for any class medium that doesn't fall into the meaning of another code.  Examples of classes that can be assigned to the 9999-Other code are those that represent activities such as serving as a teacher’s aid or an office aid, tutoring, and lunch classes.

Admin Main > Classes/Sections > Mass Edit or edit

SchoolCourseInfo

Course credits must be provided

Course credit is required for all courses.  If a student receives zero credits for a course, enter the number 0.  Otherwise, enter the number of credits that the students will earn for the course.

(District) Admin Main > Courses > Course Catalog > edit or Mass Edit

State Course Code must be provided / State Course code is Invalid

All courses are required to have a state course code.  State-defined course codes can be found on the Accreditation section of the OSDE’s website and selecting a grade category under subject codes.  If the course is one such as "Planning Period" or "Lunch", make sure that credits are equal to zero and provide a state course code of four zeros "0000".

(District) Admin Main > Courses > Course Catalog > edit

Instructional Level Code must be provided

Instructional levels describes the rigor of instruction.  The Instructional Level is required for any course where course credits have a value greater than zero.  To correct this error, you either need to enter an Instructional Level code or change course credits to zero if the student does not receive credit for the course.

(District) Admin Main > Courses > Course Catalog > edit or Mass Edit

StaffPersonal

Teacher Certificate Number was not Provided / Teacher Certificate Number is Invalid

Enter the teacher certificate number into the instructor State Number data field

Admin Main > Instructors > edit

StudentPersonal

Graduation Date is invalid

Required upon graduation. Only students who have already graduated should have this date entered.  It is the actual graduation date. OSDE does not expect future or projected dates in this field, so it should be left blank when:

  • Projected graduation year is in a future year
  • Graduation date is in a future academic year
  • The student has exited the district with an exit code other than Graduated-1921, and will not be graduating from the school

To fix this error either correct the date, correct the projected graduation date, or supply an exit code that indicates that the student has graduated.

Admin Main > Students - multi view > Mass Edit or edit

Lunch Eligibility Determination was not provided

This field provides information about how a student was determined to be eligible for  free or reduced-price lunch. Enter a valid Lunch Eligibility Determination code for the student(s).

Admin Main > Students - multi view > Mass Edit or edit

Core Curriculum must be entered

This element indicates if a student is enrolled in the core curriculum.  The default for this element should be “N”.  It is unusual for a student to be enrolled in the core curriculum as this means that parents opted out of College/Preparatory/Work Ready Curriculum.  Having said that, if you do have a student who has opted for the core curriculum, set this value to “Y”.

Admin Main > Students - multi view > Mass Edit or edit

StudentSchoolEnrollment

School Of Membership code is invalid

School Of Membership code is the state code of the school that will claim a student’s membership and attendance.  In SchoolInsight, this is the home school.  In cases where the home school is the same as your school, the School Of Membership code is automatically filled in.  When the home school is a school other than your school, in other words, an external school, the state code must be entered for the external school on the External Schools page.

To fix this error, enter the state code for all external schools.  If all external schools have state codes entered, make sure that they are valid codes.

Admin Main > Options > External Schools > edit

CalendarDate

Calendar Date Type_Other Code is Invalid

The Calendar Date Type code indicates when a day on the calendar is a professional day (01), a parent/teacher conference day (02), or neither, in which case the code is not applicable (NA).  The code is maintained on the calendar in the Report As data field for each date.  A value of 01 or 02 can be reported only when the calendar day is a full day inservice or a teacher institute day.  If the day is not set to full day inservice or a teacher institute day, the Report As data field must be set to NA.  Learn more here about how to report professional and parent/teacher conference days.

To correct this warning, edit the calendar and set the Report As data field to NA for each day that is not a FI-Full Day Inservice or TI-Teacher Institute day.

(District) Admin Main > Calendar > view > edit a month

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